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2010 Fundamental Five+ Non-Profit Capacity Training Series presents. The Art of Volunteer Management. Keith Ranney. Art of Volunteering, LLC. 10-20-2010. Agenda. Mahalo to our Sponsors!. Office of Hawaiian Affairs - Community Building Economic Development Grant

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the art of volunteer management

2010 Fundamental Five+ Non-Profit Capacity Training Seriespresents

The Art ofVolunteer Management

Keith Ranney

Art of Volunteering, LLC


mahalo to our sponsors
Mahalo to our Sponsors!
  • Office of Hawaiian Affairs - Community Building Economic Development Grant
  • County of Maui Department of Housing & Human Concerns, Volunteer Services
  • Tri-Isle Resource Conservation & Development - Fiscal Sponsor
  • Grants Central Station - program founder
  • PlayBook Consulting Group - Fundamental Five+ Series Producer / Coordinator
building on the past
Building on the Past

I hear and I forget.

I see and I remember.

I do and I understand. 

-- Confucius

  • Reinforce…
  • Share…
  • Present…
  • Add…
    • Structure
    • Systems
    • Tools
how many of you
How many of you…
  • …represent organizations that use volunteers…
  • On a daily basis
  • Just for events
  • Both daily and for events
how many of you2
How many of you…

…have FUN as a volunteer manager?

Note: It’s supposed to be fun 

what if
What if…?
  • What if I could promise you that you could cut the time it takes to perform your most repetitive volunteer management tasks by 90%?
  • What if I could show you how to redirect the time saved doing repetitive tasks toward the use of tools and systems that will raise the overall quality and effectiveness of your volunteer program?
  • What if I could show you how to make volunteer management fun instead of a chore?
why cultivate the volunteer spirit
Why cultivate the volunteer spirit?
  • To travel a great distance, it’s best to travel together as a group. But to get to a destination quickly, it’s best to go alone.
  • With the global and local challenges we now face, we must learn to travel a great distance quickly, as one species, and rally around a common sustainable purpose, or perish.
  • For me, volunteer management is an exercise in social artistry; mobilizing hundreds of people on behalf of a unified vision. It represents an alternative currency that supports an economy, not of consumption, but of caring and sharing.
subjects to discuss
Subjects to Discuss
  • Representing interests of both volunteers & the host organization
  • Engaging your community via social media
  • Assessing volunteer motivations
  • Registration & Scheduling Systems
  • Strategies for Success
  • Inspiration & Retention
review from 2009
Review from 2009

The Top Ten List for a Top Notch Volunteer Program

the top ten list for a top notch volunteer program
The Top Ten List for a Top Notch Volunteer Program
  • Roadmap
    • Why do you need volunteers?
    • What do you expect them to do?
    • Where will you assign them?
    • Who do you want?
    • When do you want them? (and for how long?)
    • How will you find them?
the top ten list for a top notch volunteer program2
The Top Ten List for a Top Notch Volunteer Program
  • Recruitment
    • We’re going to take 1 Giant Leap beyond last year’s tried and true (tired and outdated) recruitment model and leverage social media.
the top ten list for a top notch volunteer program3
The Top Ten List for a Top Notch Volunteer Program
  • Retention
  • Recognition
  • Reporting
  • Resistance
  • Rules & Regulations
  • Reciprocation
  • Rejoice
  • Remember
volunteer assessment
Volunteer Assessment



Not Skilled

Not Motivated

representing your organization
Representing Your Organization
  • Internally (education)
    • To Exec. Director
    • To Staff
    • Employing a volunteer training program and establishing a Communications Hierarchy
    • Creating a System for Feedback
  • Externally (marketing)
    • To your target audience
    • Differentiating your services & organization
    • Creating a gratitude program that includes Perks & Benefits or access to services
ultimate goal
Ultimate Goal:






it starts with you
It Starts With You
  • Owning your program
  • Cultivating “Buy In” from colleagues
  • Evangelizing your organization
    • Capital Development
    • Leveraged Capacity Building
    • Engaging Future Donors
volunteer manager
Volunteer Manager
  • Clear and effective communications
    • when, where, why, what, who, how
  • Inclusive
  • Honoring of volunteer’s time & energy
  • Gratitude and acknowledgment
  • What do we mean by “Structure”?
role s of volunteer manager
Role(s) of Volunteer Manager









engaging your community
Engaging Your Community
  • Attraction Factor
    • Competition
    • Branding
    • Collaboration
segmenting volunteers
Segmenting Volunteers
  • WWII 1928-1945
  • Boomers #1 1946-1954
  • Boomers #2 1955-1965
  • Gen X’ers 1965-1980
  • Millennials (Gen Y) 1981-2010

What are the tasks that take up most of your time?

  • Maintaining accurate contact information
  • Assessing your volunteers skills and motivation
  • Scheduling, rescheduling (last minute cancellations)
  • Training, orienting
  • Supervising
  • Retention / Appreciation / Acknowledgment
tools personal development2
Tools: Personal Development
  • greater carrying capacity
  • more space
  • more compassion for yourself
  • more compassion for others

* Ho’oponopono may be the most valuable tool in your interpersonal communication skills tool kit.

social media
Social Media
  • Twitter
  • LinkedIn
  • Facebook
social media1
Social Media
  • Facebook
  • The most effective way to engage the volunteer community in 2010 (which also considers “cost”) is developing a social media presence and getting to know your community through this globally interconnected multimedia platform.
break 10 minutes

BREAK10 minutes

Next up: System Tools

tools database research
Tools: Database Research

Andar Web-Based Volunteer Management, from Helix

Count Me In (for sports league volunteers)

CiviCore Volunteer Management

CiviCRM, open source and freely downloadable

DonorPro, by TowerCare Technologies

ebase, free single-user download


FundRaiser Select and FundRaiser Professional, now a part of Blackbaud

GiftMaker Pro Volunteer Module/Campagne Associates


Giftworks – integrated donor and volunteer database

Golden Futures Foundation 501(c)3

Homeworks, by Cerner

Income Manager v.5.1

Metrix (free -- uses MS Access)

OrgAction Online Volunteer Database

Raiser's Edge by Blackbaud

ROVIR, the Retriever of Volunteer Information and Reporting

Samaritan Technologies (eCoordinator)


Son of Service (SOS) (free)

Tapestry, by VisionLink

Tools for Organizations/Habitat Scheduling

The Registration System (TRS), developed by Simply Hospitality

V-Base, Developed by do-it and YouthNet UK (United Kingdom)

V2/Volunteer2/Volunteer Squared***


Volgistics, Red Ridge Software


Volunteer Coordinator/Infosoft

Volunteer Event Management (VEM) from Volunteer Solutions

Volunteer Management System (VMS) , a free MS Access database by Wright Information Technology Solutions

Volunteer Reporter (formerly RSVP Reporter)

Volunteer Works, Red Ridge Software

Vol - Track

VSys One

When to Help

tools volunteer impact
Tools: Volunteer Impact
  • Volunteer Profiles
  • Find Volunteers
  • Create Activities
  • Activity Profiles
  • Scheduling
  • Communicating
  • Tracking Hours
  • Reporting
measure report on activities
Measure & Report on Activities
  • PDF - best for printing to emailing to others
  • Excel - handy for combining with other data or doing additional data analysis 
  • MHTML - for publishing text and graphics together in a web page format
  • JPG -  for cropping out graphs for use in your website
  • TIFF - for creating an image for use in print materials
measure report on activities1
Measure & Report on Activities
  • Create lists of volunteers according to;
    • Interests
    • Assignments
    • Qualifications
    • Custom fields
    • Dates on the schedule
    • Number of hours worked, or
    • Any combination of the above
channels of communication
Channels of Communication
  • Website
    • Volunteer Page with links to;
      • Registration System
      • Newsletter Sign-Up
      • Facebook Page
      • Scheduling System
      • Online Orientation Media (Training Videos)
  • Registration System (
  • eNewsletter
  • Facebook
  • Scheduling System
  • Orientation Media
  • Volunteer Program Mission Statement
have you hugged your
Have You Hugged Your…
  • Webmaster
    • you’ll need to update website content
  • Copy writer
    • you’ll need approved content in context with organization’s mission for use in eNewsletters and other web based campaigns
  • Graphic Designer
    • you’ll need maps to identify parking, volunteer check in, etc.
  • Videographer
    • this is the best way to clone yourself
  • IT Manager
    • they keep you connected
  • Volunteer Management Consultant
    • you’ll need encouragement, inspiration and training

Keep communications fresh, timely, informative,

effective, compelling and engaging.

  • If volunteer recognition begins when volunteers first come on board…
  • If you use social media as a means of getting to know your volunteers…
  • If your volunteer program is effective in communicating your organization’s needs and matches them with volunteer skills and interests…
  • If volunteers are empowered to manage their own profiles and schedule themselves…
  • If your team members respects your varied roles and support you in your mission…
  • If your organization continues to provide an essential community service…

You will not have a problem with retention.

quick wrap up
Quick Wrap-Up
  • List your
    • Major Take-Away’s
    • Calls to Action
      • Apply for a capacity building grant through Hawaii Community Foundation and fund expansion of your volunteer program and implementation of an internet communications plan that includes;
        • eNewsletter campaign
        • Social Media
        • Online Volunteer Management database system
        • Training videos
test your knowledge
Test Your Knowledge
  • Our funder (and we!) want to know how effective this workshop was for you.
  • This 5-minute Post-Workshop Quiz helps us gauge your progress and our success.


help us serve you better
Help Us Serve You Better!

Please take 5 more minutes to complete the Workshop Evaluation so that we can improve this and future offerings


more free workshops on maui
More Free Workshops on Maui!

Upcoming Fundamental Five+ workshops


Fundamental Five+Nonprofit Capacity Training Series


For More Information or to Register for an Upcoming Workshop

Leslie Mullens (808) 875-0500